5/28/25, 5:11 PM Core Modules - Samarth

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Core Modules

Document Title Core Modules

Document Number COM - 001

Version 3.1.6

Author(s) Solution Architect, Employee

Approved by Senior Manager, Operations

Approval Date March 1, 2025

About the module

The Core Module, also known as the base module, allows the HEI to
configure the organizational structure according to their specific needs.
This includes:

Campuses
Schools
Faculties
Departments
Cells
Branches
Affiliated Colleges and their respective departments

The Core Module helps customize access levels for other modules based
on the organizational structure.

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Sections in the Core Module

Samarth
1. Information
2. Organizational Units Type
3. Organizational Units
4. Designations
5. Email Templates
6. Settings

Information
The Information section allows updating the organization’s profile. It
contains:

General Details
Address
Social Media
Recognition Linkages

Steps to Update Information

1. Log in with credentials provided by the SAMARTH team.
2. Navigate to the left-hand side menu.
3. Click on Administration Package.
Select Core Module.
4. Click on Information in the Core Module card.
5. Click on the Edit Profile button in the top-right corner.
6. Update each section as needed.

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General
SamarthDetails
The following details should be added:

Name of the Organization

Organization Name in Hindi/Other Languages
Organization Short Code
Head of the Organization
Contact Information
Logo (formats: jpg, jpeg, png; max size: 512 KB)
Act/Legislature Documents
Vision, Mission, and Specialization
Primary Funding Body
Type and Year of Establishment
Official URL

Address
Contact information to be added:

Country
State
City
Street
Pincode
Geo-coordinates

Social Media
Provide social media links, if available:

Twitter
Facebook
LinkedIn
YouTube

Recognition Linkages
Add details about recognitions, such as:

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UGC
Samarth
NAAC
NIRF
AICTE
NAD
AISHE

Organizational Units Type

Organizational Unit Types allow the creation of various unit categories
such as faculties, branches, schools, etc.

Predefined Organizational Unit Types

Campus
Faculty
Department
Library
Hostel
Administration
School

Steps to Add an Organizational Unit

Type
1. Go to the Core Module in the Administration Package.
2. Click on Organization Unit Types.
3. Click Add Organizational Unit Type.
4. Add details such as Title, Parent Unit, Category
(Administrative/Academic), and OU Type (e.g., Campus, Faculty,
Library).
5. Mark the status as Published/Draft/Pending.
6. Click Save.

Organizational Units

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This section lists all organizational units added for HEIs, such as
Samarth
departments, faculties, and colleges.

Adding Organizational Units

Single Unit
1. Log in to the portal.
2. Navigate to Core Module > Organization Units.
3. Click Add Organization Unit and fill in details:
General Details (e.g., Name, Parent Unit, Affiliation Type)
Accreditation (e.g., NAAC, NIRF, AISHE details)
Address (e.g., Country, State, City)
Contact Details (e.g., Email, Phone)
Other Details (e.g., Status, OU Category)
4. Click Save.

Bulk Upload
1. Click Bulk OU Import.
2. Download the Excel format and add organizational details.
3. Upload the file and ensure all mandatory fields are filled.

Designations
Designations define the roles within the HEI, categorized into:

1. Post: Specific posts like Professor, Registrar, etc.

2. Assignment: Tasks or responsibilities like HOD, Dean.

Fields to Fill for Designations

Name: Designation name (e.g., Professor, Registrar).
Employee Category: Teaching or Non-Teaching.
Type: Post or Assignment.
Occupancy: Single or Multiple.
Status: Active or Inactive.
Roles: Assign roles to designations.

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Description: Optional description.

Samarth

Frequently Asked Questions(FAQ)

-Question 1: Who can add an Organization Units Type and
Organizational Unit?

Answer: The Admin can add the “Organization Units Type” and
“Organizational Unit” with the “Core_admin” role assigned to it.

Question 2: What is the difference between the “Organization

Unit Type” and “Organizational Unit”?

Answer: The Organizational Unit Type provides an overview of

administrative and academic structure. The Organizational Unit is the
complete organizational structure of the University.

Question 3:- Is the parent unit predefined in the Organizational

Unit?

Answer: Only the Campus(parent unit) is predefined in the

Organizational Unit, after that, the University/Institute can add the
desired Units into the portal and make them as a parent unit.

Question 4: What is the title when adding the Organizational

Units Type? Answer: The title for adding an “Organizational Units
Type” depends on the type of structure being created.

Question 5: What is parent in Organizational Units Type?

Answer: A parent refers to the higher organizational unit within a
hierarchical structure.

Question 6: What is the use of Category while adding

Organizational Units Type? Answer: The Category field when adding
an Organizational Units Type is used to classify the unit into two
categories such as Academic or Administrative.

Academic: The Academic category in Organizational Units Type refers

to units focused on teaching, learning, research, and educational
program management.

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Administrative: The Administrative category in Organizational Units

TypeSamarth
refers to units that handle administrative works and non-academic
activities.

Question 7: What is OU Type and why is it used in Organizational

Units Type?

Answer: OU Type is a constant which provides the streamed

infrastructure within the University/Institution.

Example: If authorities are going to create an

Organization Unit Type as a Affiliated
College/Constituent College/Private College the OU
Type should be selected as COLLEGE from the
dropdown.

Question 8: Why an Organization Unit cannot be its own Parent?

Answer: An Organizational Unit cannot be its own parent because the

system is designed to follow a hierarchical structure. In this structure,
every Organizational Unit is a child of another unit. To ensure
consistency, the system automatically creates a Main University Campus
or Institution as the top-level parent unit, which cannot be edited.

Example:- In a University structure, a Department is

typically placed under a Faculty. However, in Institutions
like IITs, NITs, IIITs, NIDs, or IISERs, Departments often
report directly to the institution itself. To accommodate
these varying structures, the Main Parent Unit serves as
the root of the hierarchy, ensuring a clear and
organized framework for all units.

Question 9: What does an Affiliated mean?

Answer: The affiliated type refers to a college that is officially

recognized and linked to the University. This affiliation allows students of
the college to earn degrees that are recognized by the parent university.

Note: For University Structure the Affiliated type is

always marked as NO.
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Question 10: What is code, and why is it mandatory while adding

Samarth Units?
Organizational

Answer: A code in the context of Organizational Units (OUs) is a unique

identifier assigned to each unit. Once the OU is created, the code is
non-editable to avoid problems in connected systems or processes.

Question 11: What is the designation of head?

Answer: The designation of head refers to the official position assigned

to the individual responsible for managing and leading an
Organizational Unit (OU).

Question 12: In the module organizational unit, there is an OU

category: plan and non-plan. What does it mean?

Answer: Whatever existing work is in the university, we will include it in

the planned section, and the rest that cannot be included will be added
in the non-plan category.

Question 13: What is a post and assignment in Designation?

Answer: The Post and Assignment refer to different aspects of roles and
responsibilities within an organization. 1- A Post refers to the official title
or position that an Employee holds within an organization. 2- An
Assignment refers to the specific task, project, or an additional duty
given to a person along with the designated post.

For Example:- “Professor and Assistant Professor are designated

posts for which the University recruits through a recruitment process, on
the other hand the Head of Department is an additional duty assigned
to the respective Professor or Assistant Professor.”

Question 14: What is the meaning of Single and Multiple under

the Designation?

Answer: Single indicates that only one position is available within the
University or Institution, while Multiple indicates that multiple positions
are available.

Example:- “The positions of Vice-Chancellor and

Registrar are Single Designations in the University,
whereas Professor, Assistant Professor, and

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Assistant are Multiple Designations within the

Samarth
University.”

Glossary

Module
# Term Definition Reference

1 Active/In-Active Status Active: The position Designation

or designation is
currently used in the
organization. In-
Active: The position
or designation is not
currently in use.

2 Affiliated (Yes/No) Indicates whether an Organizational

organization is Unit Type
officially linked to a
higher
University/Institution.

3 Affiliation Type The college/institute Organizational

(Permanent/Temporary) is permanently or Unit
temporarily affiliated
with the university.

4 AISHE Code The Code given by Organizational

the AISHE (All India Unit
Survey on Higher
Education).

5 Assignment Additional work Designation

assigned to the
existing post (e.g.,
HOD, Warden, In-
charge).

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Module
Samarth
# Term Definition Reference

6 Autonomous Means the institution Organizational

operates Unit
independently or
under a governing
body.

7 Bulk OU Import/Export Import: Upload the Organizational

details of the Unit
organization units in
bulk through an
Excel sheet. Export:
Export the details of
the added
organization units to
an Excel sheet from
the portal.

8 Category Academic: Refers to Organizational

(Academic/Administrative) units focused on Unit Type
teaching, learning,
research, and
educational program
management.
Administrative:
Refers to units that
handle
administrative works
and non-academic
activities.

9 Code A unique ID given to Organizational

each unit to identify Unit
it easily.

10 Core Module The central module Core Module

manages the basic
setup of the
institution.

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Module
Samarth
# Term Definition Reference

11 Designation The job title or Designation

position a person
holds in an
organization (e.g.,
Professor, Assistant,
Registrar).

12 Designation Employee Refers to roles Designation

Category related to instructing
or educating
students, such as
professors,
lecturers, or
teachers, and other
academic/non-
academic positions.

13 Designation Name Mention the Designation

Post/Assignment
name.

14 Designation of Head The official position Organizational

assigned to the Unit
individual
responsible for
managing and
leading an
Organizational Unit
(OU).

15 Designation Post Refers to the job or Designation

position a person
holds in an
organization (e.g.,
Professor, Assistant,
Registrar).

16 Designation Type The created Designation

designation is post
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Module
Samarth
# Term Definition Reference

or assignment.

29 Foundation Year The foundation year Organizational

of a university Unit
indicates the year it
was officially
established or
began functioning.

30 Government Category The organization is Organizational

under the Central or Unit
State government.

34 Management Refers to the Organizational

process of planning, Unit
organizing, leading,
and controlling
resources to achieve
specific goals
efficiently and
effectively.

35 NAAC Accreditation NAAC (National Organizational

Assessment and Unit
Accreditation
Council)
accreditation
evaluates and
certifies the quality
of higher education
institutions in India
based on specific
criteria, such as
curricular aspects,
teaching-learning,
research, and
infrastructure.

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Module
Samarth
# Term Definition Reference

36 NIRF Ranking NIRF Ranking stands Organizational

for National Unit
Institutional Ranking
Framework Ranking,
which is a system
used in India to rank
universities,
colleges, and other
higher education
institutions.

37 OU Tag OU Tag refers to the Organizational

created OU as a part Unit
of the University, a
part of the Campus,
or a part of the
Colleges.

38 Parent Unit Parent Unit means Organizational

the main Unit
organization in
charge of smaller
parts or units.

39 Parent/Parent Unit A parent refers to Organizational

the higher Unit Type
organizational unit
within a hierarchical
structure.

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Module
Samarth
# Term Definition Reference

40 Plan/Non-Plan OU Whatever existing Organizational

Category work is in the Unit
university, we will
include it in the
planned section,
and the rest that
cannot be included
will be added in the
non-plan category.

41 Primary Funding Body The main authority Information

or organization
providing financial
support.

42 Recognition Linkages Connections with Information

recognized bodies
or accrediting
agencies.

44 Specialization Refers to focusing Organizational

on a specific Unit Type
subject, field, or
skill of the
institution. [e.g.,
General, Sports,
Pharmacy, Arts,
Science, etc.]

45 Specialization of the The area of focus or Information

Organisation discipline in which
the
University/Institute
specializes.

46 Status Draft: The ‘Draft’ Organizational

(Draft/Pending/Published) status means that the Unit Type
created OU has not
been finalized and
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Module
Samarth
# Term Definition Reference

is not in use.
Pending: The
“Pending” status
indicates that the
created OU awaits
approval, review, or
completion before
proceeding to the
next stage.
Published: The
“Published” status
means that the
created OU details
are correct and
ready to use in other
modules.

48 Sub-Type of Institution Sub-type of Organizational

Institution means a Unit
specific category
within a larger type
of institution (e.g.,
Aided College,
Affiliated College,
Constituent College,
Self-funded
institution, etc).

50 Title The title for adding Organizational

an “Organizational Unit Type
Units Type” depends
on the type of
structure being
created (e.g.,
departments,
faculties, sections,
library, etc).

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Module
Samarth
# Term Definition Reference

51 Type of Designation The created Designation

designation is post
or assignment.

56 Visibility Visible means the Organizational

OU is visible to the Unit
other module. If Yes,
then it is visible to
other modules. If
No, Then it is not
visible to other
modules.

Edit this page

← Core Communication System Employee Management System →

INTRO
Getting Started
Monthly Webinar Schedule
Suggested Implementation Plan with Prerequisites

ACADEMICS
Academics
Admission Admin guide
Admission Candidate Userguide
Alumni Module
Convocation Module

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Evaluation & Grading

Samarth
Evaluation & Grading (for evaluator)
Fee Configuration
Programme Management System
Student Feedback Management
Thesis Management System
Training and Placement
Student Portal

ACCOUNTS & FINANCE

Bill Tracking System
Financial Supply Chain Management
Inventory Management System
Provident Fund Management System
Research Project & Management System

BASE MODULES
Core Modules
User Management

EMPLOYEE SERVICES
Career Advancement Scheme
Employee Management System
Leave Management System
Payroll Management System
Pension And Gratuity Management System
Recruitment Management System
ToT Management

GOVERNANCE
Affiliation Management System
Content Federation System

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Core Communication System

Samarth
Endowment Management System
Essential Services
Estate Management System
File Management & Tracking System
Fleet Management System
Grievance Management
Health Management System
Hostel Management
Legal Case Management System
Minutes Resolutions Archive Retrieval System
Residence Allocation (E-housing)
RTI Management System
Security Management System
Service Desk
Sports Management System
University Web Portal - Technical Document

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